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Key Issues for E-Resource Collection Development: a Guide for Libraries

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Key Issues for E-Resource Collection Development: a Guide for Libraries Key Issues for E-Resource Collection Development: A Guide for Libraries By Sharon Johnson, with Ole Gunnar Evensen, Julia Gelfand, Glenda Lammers, Lynn Sipe and Nadia Zilper Edited by members of the Acquisition and Collection Development Committee, including Jérôme Fronty, Joseph Hafner, Judy Mansfield and Regine Schmolling. Acquisition and Collection Development Section August, 2012 ©Copyright in this document belongs to IFLA. Content is licensed under the Creative Commons Attribution 3.0 Unported License which means you are free to copy, distribute, transmit, adapt and make commercial use of the work provided that any use is made with attribution to IFLA. To view a copy of this license, visit http://creativecommons.org/licenses/by/3.0/. For additional information, please contact IFLA headquarters. Contents Introduction ..................................................................................................................... 3 Purpose .................................................................................................................... 3 History ...................................................................................................................... 4 Scope ....................................................................................................................... 4 Authors ..................................................................................................................... 4 1.0 Collection policy statement (for internal use by staff) ............................................ 5 2.0 Selection and evaluation of e-resources................................................................ 7 2.1 Content ........................................................................................................... 8 2.2 Technical requirements ................................................................................... 8 2.3 Functionality and reliability ............................................................................ 10 2.4 Vendor support ............................................................................................. 11 2.5 Supply ........................................................................................................... 13 3.0 Licensing considerations for e-resources ............................................................ 15 3.1 Access concerns ........................................................................................... 15 3.2 Use of the electronic information resource .................................................... 16 3.3 Vendor support and technical considerations ............................................... 17 3.4 Flexibility and enhancements ........................................................................ 19 3.5 Legal Issues .................................................................................................. 20 4.0 Review and renewal process ............................................................................... 21 4.1 Review of usage data ................................................................................... 21 4.2 Other renewal considerations ....................................................................... 22 Appendices ................................................................................................................... 23 Glossary ................................................................................................................. 23 Sources…………………………………………………………………………………....31 2 Introduction E-resources represent an increasingly important component of the collection-building activities of libraries. The guide concentrates mainly on academic and research library purposes, but nonetheless will be of high value to many types of libraries. “Electronic resources” refer to those materials that require computer access, whether through a personal computer, mainframe, or handheld mobile device. They may either be accessed remotely via the Internet or locally. Some of the most frequently encountered types are: E-journals E-books Full-text (aggregated) databases Indexing and abstracting databases Reference databases (biographies, dictionaries, directories, encyclopaedias, etc.) Numeric and statistical databases E-images E-audio/visual resources This Guide focuses exclusively on e-resources whether acquired via purchase or license, free from the web, born digital or multiple format materials (e.g., CD-ROM combined with a book). E-resources present a number of challenges not encountered with the selection and acquisition of traditional analogue materials and it is advisable for the library to develop clear policies and processes for the selection and management of such resources. These will provide clarity to staff and ensure that e-resources within the library are developed with due consideration of cost, technical feasibility, licensing, access and preservation requirements, and constraints. Purpose The purpose of this Guide is to help develop an awareness of the key issues that every library will need to consider and address in developing an e-portfolio. The Guide is not intended to be exhaustive, but is written to provide a reasonable and informed introduction to the wide range of issues presented by e-resources. A guide that addresses an evolving subject area, such as e-resources, requires updates. Thus, updates to this Guide at appropriate intervals, as determined by the Standing Committee of the IFLA Acquisition and Collection Development Section, will replace the previous edition on The IFLA website. The current document is simply a snapshot of best practices at this point in time. 3 History The Acquisition and Collection Development Section was established in 1996, with the name being changed from Acquisition and Exchanges Section after the Istanbul Conference in 1995. At the Standing Committee’s Mid-Term meeting in Bologna, February 2005, the Committee acknowledged the need to develop a publication, originally envisioned as a handbook, on e-resources in libraries. Further discussions since the idea was originally raised have evolved into the notion of creating a more practically-oriented guide for librarians and administrators. This version of the Guide is the result of numerous meetings held and presentations made in recent years. Scope This document is intended for use by libraries around the world regardless of experience in dealing with e-resources and regardless of service orientation (e.g., academic, public). This document is arranged in four broad sections, each focusing on a key aspect or critical sub-aspect of the e-resource process in libraries: collection development, selection and evaluation, licensing, and review/renewals. There is an appendix providing a definition of terms which appears within this document, as well as a list of resources. This document does not cover acquisition, delivery and access management, promotion of resources, reading devices, or user training and support. As a next step the Standing Committee wishes to examine the possibility of producing and publishing a separate guide covering these aspects of e-resource management within libraries. Selection of content for digitisation from the library’s own collection is also not considered within this document. Authors The authors of this guide are Ole Gunnar Evensen, Julia Gelfand, Sharon Johnson, Glenda Lammers, Lynn Sipe and Nadia Zilper, in consultation with IFLA’s Acquisition and Collection Development Section, including Jérôme Fronty, Joseph Hafner, Judy Mansfield, Ann Okerson, Regine Schmolling and others on the committee. We thank Sharon Johnson for her editing of many drafts of the work in preparation for publishing. Thanks to Ann Okerson for compiling the comments of the IFLA Board, and thanks 4 finally to Regine Schmolling and Joseph Hafner for pulling together the comments and suggestions from the IFLA community for a final revision of the document. 1.0 Collection policy statement (for internal use by staff) While traditional collection development criteria, such as subject, level, and target audience apply to the selection of most e-resources, the management of the electronic format is more complex and, as such, it is good practice to develop a supplementary policy which addresses specific format related issues. Such a policy should be used in conjunction with the more traditional collection development policy and not in isolation. The policy should provide guidance to assist selectors or acquisition librarians in establishing the library’s expectations and preferences in relation to: Technical feasibility - including, but not limited to: a) Availability, e.g., remote access, stand-alone access. b) Authentication, e.g., IP [Internet Protocol] filtering or login password. c) Hardware and software compatibility and capability. d) Storage and maintenance, e.g., remote hosting v. local hosting. e) Platforms which facilitate access to e-resources. Functionality and reliability – including but not limited to: a) Search and retrieval functionality, e.g., truncation, browsing, search history, transliteration. b) Exporting and downloading, e.g., printing, e-mail, downloading to a machine, and downloading to an electronic device. c) Sorting and ranking abilities for database results. For example: author, title, date, relevancy, facets, etc. d) Interface, e.g., system intuitiveness, navigation, help and tutorials. e) Integration. f) Reliability and availability, e.g., response times, 24/7 access. Vendor support – including
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